Paperless Document Management

Paperless workflows increase efficiencies, streamline processes, and reduce or eliminate paper use in all forms. A growing number of business leaders find that going paperless boosts productivity, leading to higher staff and client satisfaction.
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Apply a Digital Transformation that Makes Great Business Sense

Even if you work in a sector where paper documents are hard to dismiss altogether, the efficiencies you gain by switching over to digital are now too hard to ignore.

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Work efficiently from anywhere

SmartVault enables your staff and clients to access, store, manage, and share documents from a secure cloud-based system.

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Save time by reducing repetitive tasks

Streamline processes through automation. You can easily send and receive documents in batches, and files are automatically organized when returned to you.

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Grow and future-proof your business

Ease day-to-day tasks for professional services staff so they are better positioned to move projects forward and make clients happier.

Attract More Clients and Grow Your Business

(Implementing a paperless document management solution) really has allowed us to keep adding tax clients without having negative impacts on our ability to serve them efficiently.”
John Coleman CPA, Owner Commonwealth Business Services
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Over 30,000 Companies Trust SmartVault with Their Most Sensitive Documents

The all-in-one solution for online document storage, secure file sharing, and client portals was built with a security- and compliance-first mindset.

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Want to save countless hours while making it easier for clients to do business with you? Book a 15-minute demo to see exactly how SmartVault can work for your business.

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Deliver Better Results for Your Clients – and Your Business

SmartVault gives you a central document cloud storage solution for all your internal and client documents. Now, you can quickly find the file you need, when you need it, and share it securely with the right people.

Gather, store, share, and eSign files with ease

SmartVault gives you a central document cloud storage solution for all your internal and client documents. Now, you can quickly find the file you need, when you need it, and share it securely with the right people.
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Access your files anytime, anywhere, with ease

Enjoy the convenience of working in the cloud without compromising on the security, compliance, and productivity features that help you run your business smoothly. When authorized staff members have access to all the documents they need, they can take more ownership and move forward on their workloads.
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Make it easier for clients to work with you

SmartVault’s document cloud storage solution comes with a built-in client portal that can be customized with your business branding, so you can easily and securely share files with employees, clients, and vendors. Your clients will get their own unique login, and can securely access their files 24/7.
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Save time by streamlining and automating workflows

With SmartVault, you can request and easily gather multiple documents from clients and colleagues from one email. Similarly, you can share one, twenty, or a thousand documents from another email. With app integrations and the power of automation, you can reduce repetitive tasks and simplify your work day.
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Maximize security and compliance

SmartVault’s document cloud storage solution delivers bank-level security with AES-256 bit encryption and SSL to protect your documents both at rest and while in transit. With SmartVault, you also get the tools you need to stay in compliance with worldwide regulations like HIPAA, FINRA, GDPR, and more.
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Frequently Asked Questions About Paperless Workflows

What is a paperless workflow?
A paperless workflow is the result of a decision by an organization to either reduce or eliminate paper documents from their offices, processes, and archives. Paperless workflows help increase efficiencies and streamline processes. A growing number of business leaders find that going paperless boosts productivity, leading to higher staff and client satisfaction.
How do you create a paperless filing system?
Moving to a cloud-based document storage and management can serve as a catalyst for creating a paperless filing system. Although some businesses, especially in specific industries find it difficult to move away from paper documents entirely, existing paper archives and new incoming documents can be scanned in so that most files then exist in digital format.
How do you transition to a paperless office?
Implementing a cloud-based document management system is a first big step toward transitioning to a paperless office. Once online document storage is in place, staff within an organization can work to digitize both new and existing documents, then update policies, procedures, and workflows to support a more efficient paperless office environment.
What are the features of a paperless office?
Implementing a paperless office can increase productivity, reduce errors, keep data more safe, boost customer satisfaction, improve employee experience, assist with sustainability efforts, and more.
Why is an online document management system useful?
A document management system (DMS) gives you and other approved users 24/7 access to your files from wherever you are located. If you use a DMS in the cloud, you can access your system from any internet browser. The DMS also makes it easier to securely share documents with your staff, clients, and third-party contractors. Users you approve, like your employees or clients, can also access and upload documents into your DMS.
What are the benefits of going paperless?
A document management system and secure client portal have many benefits for business owners, their staff, and their clients.

A DMS can simplify your everyday workflow, giving you more time to focus on truly value-adding activities. One way it does this is by automating routine tasks. Just this alone can save your business hundreds of hours of work. For example, instead of using emails to exchange documents, your DMS should offer secure file sharing capabilities through a private client portal. This removes the manual steps of including attachments, writing an email, and sending it. Plus, the client portal is much more secure than emails.

Many cloud platforms offer added features such as customizable folder templates, eSignature integration, and core workflow software integrations that connect your essential business tech stack with each other.

Reduce manual tasks with powerful integrations with the leading accounting and tax applications you already use and trust like Lacerte, ProSeries, QuickBooks, and more. SmartVault has a desktop app too, so you can access everything through your browser or Windows File Viewer.

Your DMS should let you configure automatic notifications, create templates, and establish a centralized location for your information and important documents to live. Imagine sending a form for signature with one click, receiving a notification once it’s been signed, and having the executed document automatically saved in the correct folder in your DMS. It would save you and your business a lot of time. It also reduces manual, error-prone processes, like when someone accidentally saves a document in the wrong client folder.

A client portal is a secure, private, and authenticated online platform that empowers businesses to better collaborate with clients. Using a secure client portal allows your customers to access their documents whenever they need to and from wherever they are. This frees up time for you that might have otherwise been spent sending (or resending) documents to customers.

Integrate Key Apps that Support Paperless Workflows

Better Position Your Team to Delight Your Customers

I’m 100% about client satisfaction, whether that means a paperless process, portals, or still delivering a paper copy. I want my clients to be happy. SmartVault allows me to support all my clients, no matter where they are in the paperless transition.”
Casey D. Lynch CPA
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